Webinar Series: 5 steps to a Digital Workplace on Office 365 - Step 3: Define a Documents Strategy
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The webinar discusses transforming Office 365 and SharePoint into a digital workplace, emphasizing the organization of internal documents and services for improved employee productivity. It outlines five steps for creating a digital workplace, including defining internal structures and processes, and stresses the importance of accessible and well-organized document management to reduce employee frustration and enhance decision-making. The presentation also touches on integrating various business functions and leveraging Office 365 tools for document collaboration and governance.
Webinar Series: 5 steps to a Digital Workplace on Office 365 - Step 3: Define a Documents Strategy
- 1. Webinar: Document Organization Strategy in Office 365 & SharePoint
- 2. Transforming Office 365 into a Digital Workplace Started in 2012 in Northern California Microsoft ISV Partner, CityNext Partner, Cloud Accelerator Partner Over 1300 installations worldwide Provide: Out-of-the-box Workplace solutions on Office 365 and SharePoint www.spmarketplace.com Darrell Trimble, CEO
- 3. What this Webinar Series is about: “Making it easy to do business inside your organization” Traditional Organization Internal Services Structure with a Digital Workplace Internal Business Structure
- 4. Four Pillars of Employee Productivity: Information • News • Events • Announcements • Contacts Resources • Policies • Procedures • Forms • Other Docs • Media • FAQ, KB Services • Questions • Problems • Requests • Status Processes • Time-off • HR data • Expenses • Purchases • Travel • Many more
- 5. 5 Steps to a Digital Workplace on Office 365 Define your Internal Portal Structure Define Communications Process Organize Resources & Documents Consistent Internal Services Integrate Business Processes
- 6. 5 Steps to a Digital Workplace on Office 365 Define your Internal Business Structure Define Communications Process Organize Resources & Documents Consistent Internal Services Integrate Business Processes
- 7. Where are your organization’s documents?
- 8. Siloed Functions each have different doc storage standards Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems
- 9. email tasks calendars documents expense reports time off forms competitive information purchases communications customers payments projects policies address books events procedures announcements events IT help contracts Industry news HR questions benefits
- 10. Document Issues • Where is it kept? • How do I find it? • Author left the company and it was on her computer • Which email was it attached to? • Do I have the latest version? • How do I share comments or make changes?
- 11. The Result Employee frustration / Time wasted Old data / Bad decisions Legal liability from lost history Missed Opportunities
- 12. Organize your documents in the cloud
- 13. Where, in what service…?
- 14. Hierarchical File Management Approach
- 15. Big Mistake – Recreate File Server in the Cloud
- 16. Big Mistake – Recreate File Server in the Cloud
- 17. Document Organization in a Digital Workplace Align to your Operational Portal Structure Role/Type of the Documents Governance / who needs access? Cross reference to Business Function Subjects Intranet Home IT Internal Team/Groups Employee Portal HR Division Products Doc Center Intranet Home IT HR Division Organize Documents in the context of how they are used
- 18. Bridge Siloed DepartmentsHR • HRIS • Talent • Time-off • Performance • Policies • Payroll • Help Desk • Docs • Training IT • Help Desk • Assets • Vendors • Network Mgt • Change • Projects • Policies Finance/Admin • Accounting • Billing • Purchasing • Expenses • Budgets • Help Desk • Contracts • Docs • Policies Marketing/Sales/Services • CRM • Quotes • Campaigns • Website • Sales Docs • Mkt Docs • Support Desk • Services Projects Engineering • Projects • Product Mgt • Scheduling • Bugs • Docs • Design Common Document and Resource Structure
- 19. Document Use Analysis Policy / Procedures / Forms • Source - All Functions • Use - Most Employees • Internal Use Functional – Confidential / Staff Reference • Emp Docs, Technical, Legal, etc • Functional Staff Reference • May be xref to process • Staff use only Functional – Internal Customer Reference • Manuals, ref cards, media, regulations etc • Available to employees in Service portals Product / Service Reference • Product reference • Engineering Specs, Collateral, etc • Used across business units or divisions Document Activities • Document Creation • Collaborative Development • Published Version • Reference only
- 20. Use alignment with Office 365 Doc Tools One Drive Personal •Your personal documents synced to your client(s) One Drive for Business – Group or Team •Department or group documents in process (collaboration) •Group collaboration docs SharePoint Libs in Staff Portals •Completed Docs, Policy versions, Forms, etc •Functional Reference Docs SharePoint Libs in Emp Service Portals •Reference Center in Depts •Doc Central for Policies, Procedures
- 21. Department Intranet Home Department Department Help Central Doc Central Process Central OrganizationEmployeeDepartments Communities Divisions or Groups Information ResourcesService Requests Processes IT HR Internal Services Structure Best Practice Mkt “Operational Portal Structure” Employee Portal Staff Portal
- 22. Department Intranet Home Department Department Help Central Doc Central Process Central OrganizationEmployeeDepartments Communities Divisions or Groups Internal Services Structure Best Practice Employee Portal Staff Portal Central Docs – Policies, Proc, Forms Emp Portals Resource Libs Dept. Staff Functional Libs & Resources Operational Resource Libs Collaboration Docs, Groups, Teams
- 23. Applied to your Operational Portal Structure Intranet Home IT Internal Team/Groups Employee Portal HR Division Products Doc Center
- 24. Turn-key Portal Structure Common User Experience Groups Security Data Documents Workflow Collaboration Connectivity Digital Workplace Platform
- 25. Natively Built on SharePoint Forms Notifications Actions Data Office Integration SharePoint
- 26. Demonstration
- 28. Best Practice Customer Service Design Banking Fast Food Retail Consistent Design for Customers
- 29. Apply to employee services
Editor's Notes
- #3: Use: all demos Objective: Establish credibility, leadership in the O365 Business Solutions market. Positioning: subtly position us above newer competition that has just entered the market Transition: let me take a couple of minutes to explain overall what we do before getting into your particular product of interest.
- #10: Use: All demos Objective: Make them realize that over time they have built a monster which hurts their business. Detail: Systems and processes driven by individual departments (from their perspective out, rather than the employee in) have made it harder to do business internally than externally.
- #22: Use: Intranet or Suite deals only Objective: Establish a best practices that provide a structure that is in the context of the organization. Detail: After over 700 deployments, we have learned what works and what does not. From this we have established a best practices structure that provides an employee with an intuitive approach that is in the context of the organization. Competitive jab: It is really more than just a fancy Intranet web page, rather it establishes a structure to build your organization hub over time which supports typical Intranet features like news, communication, collaboration and documents. It goes beyond that to drive productivity and ROI by providing a structure for consistent access to internal service processes, help desks, and document management.
- #24: Use: Intranet or Suite deals only Objective: Establish a best practices that provide a structure that is in the context of the organization. Detail: After over 700 deployments, we have learned what works and what does not. From this we have established a best practices structure that provides an employee with an intuitive approach that is in the context of the organization. Competitive jab: It is really more than just a fancy Intranet web page, rather it establishes a structure to build your organization hub over time which supports typical Intranet features like news, communication, collaboration and documents. It goes beyond that to drive productivity and ROI by providing a structure for consistent access to internal service processes, help desks, and document management.
- #28: Objective: Lead in to demo Any questions? Measure how much they got it. Detail: ok if there are no other questions, lets see how you can turn your O365 from this into this!